9 Elementary Steps for Drafting a Report

You will find ...

• Basic steps to create a report
• How to create reports

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Reporting is a complex task that requires the reporter to assemble the entire staff accurately and on time. Different reporters are available for different purposes.

The main issue here is how the report is prepared. Here are the nine basic steps to create a report . Typically, the following steps are followed to write a report:

1. Recognize and identify the problem: The first step is to know what the problem is. The problem must then be identified by answering the following 5 questions.

1. Did you learn anything?
2. Why is such research necessary?
3. When is such research needed?
4. Where should we check?
5. Who is being investigated?

2. Determining the objectives and purpose of the study - What is the purpose of each study? The reasons are explained here. Then, to facilitate the search, the right amount should also be determined. For example, there is the problem of personnel management that needs to be studied.

The purpose of the study now is to find out the causes of the conflict between workers and management . So far the scope of the activity is the factory workers and the authority of each factory.

3. Prepare a hypothesis. To investigate problem solving, the researcher must develop a hypothesis. A hypothesis is an initial statement or explanation of a problem.

Example: If research is needed to identify a human resource management problem, the hypothesis is:

H1: There is a huge communication gap between management and employees.
H2 : Management always ignores employee satisfaction .

4. Define terms clearly. There can be many confusing terms in research that require clear definitions. Therefore, the definitions of various confusing terms should be well presented.

For example: Job satisfaction varies from person to person. Therefore, it is necessary to clearly decide what kind of satisfaction the management will ignore.

The word "worker" is also confusing because it can be factory workers or laborers. Therefore, it is necessary to determine exactly which employees will face the problem.

The word "time" is also confusing because it can be short-term, long-term, or medium-term. Therefore, it is necessary to determine exactly how much time is the problem between work and management.

In this sense, every word in the report remains intelligible and can be understood by a close person if he is familiar with it.

5. Define the target group: Reports are designed for readers. Therefore, before submitting a report, it is important to check carefully who the author of the report is.

For example, cost, volume and profit analysis reports are required for higher management levels. Such reports are not intended for factory workers or people outside the organization . The Annual Confidential Report (ACR) is prepared for senior management, not employees.

Therefore, while preparing a report, it is necessary to consider the knowledge and interest of the reader. Therefore, the report should be reader-oriented.

6. Data collection: We need a logical basis to solve the problem, so we need to collect data. There are two types of data:

(i) Primary data: Data obtained from study, observation, experiment or survey. This is called the primary source of data collection.

(ii) Secondary data : - The data collected from the library is considered as a source for the collection of secondary data.

7. Organization, analysis and interpretation of data: The collected data must be organized. Those. Information should be organized according to a logical framework such as time, quantity and location.

Analysis involves checking the collected data for possible errors or omissions and making appropriate changes to ensure accuracy and completeness.

For this, a good reporter can use statistical and mathematical formulas to get reasonable results.

Once the data has been organized and analyzed, it is time to interpret the data logically. There is no point in giving more information. This requires proper data analysis to arrive at a reasonable conclusion.

8. Create an outline: After the final template of the report is formed in the writer's mind, he should create an outline to write the report. In this plan, the problem is formulated, the facts are identified, they are briefly analyzed and logical conclusions are drawn.

An abstract is not required, but it helps to write a good systematic report.

9. Writing the final report: The final step is to write the report, the compiler must ensure that the language of the report is simple and the grammar is error-free. question

The success or failure of all efforts for the project in question depends on good presentation and reporting.

At this stage, a quality reporter tries to include all the important features in the report. Report writing has many benefits for an organization . Journalists should remember this word.

Finally, here are nine steps to creating a report. The basic steps for creating this report will help the reporter create a good and accurate report.